Project Setup Guide Part 2: Collaboration and Delivery

Continue from Part 1 and focus on the people, publishing, and operational habits that turn a project plan into a stand-out client experience.

Team Collaboration

Who’s Involved

  • Owners shape strategy, manage settings, and can archive the project when the engagement ends.
  • Admins handle day-to-day management, from editing phases to inviting teammates.
  • Members complete tasks, log progress, and contribute updates.
  • AI Agents automate routine work and keep information moving.
  • Client Viewers peek in through the portal to follow along without needing a full account.

Adding the Right People

In the project’s Team settings, search for a colleague, choose their role, and invite them. They’ll get notified instantly and can jump straight into the workspace. Need hands-free setup? Ask the voice agent to add or remove team members for you while you stay focused on the meeting in front of you.

Staying Coordinated

Assign each task to a primary owner, loop in supporting teammates with mentions, and give AI agents the repeatable checklists. Use activity feeds and notifications to surface what’s due, what’s new, and what needs attention next.

Publishing Projects

Why Publish

Publishing transforms an internal plan into a client-ready destination hosted on your site. It’s how you deliver transparency and keep stakeholders informed without endless status emails.

Readiness Checklist

Before you flip the switch, confirm:

  • The project story is clear—name, description, and visuals all match the engagement.
  • Key phases and tasks are in place so clients see progress immediately.
  • Primary team members are listed with the roles clients should recognize.
  • Your organization has an active site or custom domain configured.

Going Live

Use the Publish button at the top of the project or the toggle inside Settings → General. The platform assigns the correct site, generates a friendly URL, and refreshes listings across your dashboards. Need to pause visibility? Unpublish just as quickly; the team keeps access while clients see a friendly “unavailable” message.

Client Portal Access

Inviting Clients

During creation—or any time later—head to Settings → Clients to add contacts, send invites, and track who’s joined. Each contact receives a secure magic link that keeps them logged in without passwords.

What Clients See

  • Overview cards summarizing objectives, milestones, and overall health.
  • Timelines that highlight each phase, show completed work, and flag what’s next.
  • Documents organized in easy-to-find spaces, ready for download.
  • Team Directories that spotlight the people delivering the engagement.

You control what’s visible. Internal notes, agent assignments, and financial details stay private by default.

Engagement Insights

Check the activity view to see who has logged in, which pages they explored, and when they last visited. Use those insights to schedule follow-ups, celebrate adoption, or offer support when engagement dips.

Operational Excellence

Keep the Workspace Organized

  • Use document spaces (“Deliverables,” “Client Materials,” “Internal Only”) to prevent file sprawl.
  • Tag tasks and phases with themes like “Kickoff,” “Launch,” or “Expansion” so teammates can filter quickly.
  • Encourage weekly updates in the activity feed so everyone stays aligned.

Collaborate in Real Time

Live collaboration features surface who else is in the project, where they’re focused, and what they’re editing. Whether you’re running a workshop or reviewing a timeline together, everyone stays synchronized.

Stay Notified

Personal notification preferences let teammates choose email or in-app alerts for major events—new assignments, completed tasks, fresh comments, or document uploads. Encourage your team to tailor alerts so nothing important slips past.

Troubleshooting at a Glance

  • Can’t publish? Confirm your organization has a site and that the project has a name, client, and appearance set.
  • Client link expired? Resend the invite from the Clients tab; links refresh automatically.
  • Updates not showing? Give the system a moment to refresh, then reload the portal or try a private browsing window.
  • Removing access? Unpublish or deactivate client contacts instead of deleting the project, so you keep history intact.

Where to Go Next

Explore AI automations, connect integrations like HubSpot or Notion, review analytics dashboards, and build workflow automations to scale your delivery playbook. If you missed anything, revisit Project Setup Guide Part 1: Foundations for the fundamentals.